Project Assistant

Department of State • Albany, NY • 2d ago

The Project Assistant duties in Division of Administrative Rules will include but are not limited to the following: Coordinate and effectuate accurate and timely transmittal of backlogged publications to contracted printing vendor. Review for accuracy, proof, and revise publication material and entered work for the New York Codes, Rules and Regulations (NYCRR), completing comparisons of emergency rule text and checking manuscripts developed by lower-level clerical/production staff. Assign priorities and establish deadlines to ensure accurate and timely publication of materials, with guidance and direction from Department of State (DOS) Publications Manager, as needed. Ensure that required publication deadlines are met, and submissions are accurate and complete. Create and ship print jobs to the contracted printing vendor at the appropriate/scheduled dates. Oversee training of production staff to ensure compliance with division standards and program mandates. Serve as liaison to contracted printing vendor to ensure successful publication of backlogged NYCRR volumes. Maintain a productive working relationship with vendor staff to identify and address technical, logistical, or contract management issues. Communicate production issues, and collaborate with vendor to identify and implement solutions, consulting with DOS Publication Manager, as needed. Participate in overall management of backlog project. Prepare reports for use by supervisor and managers, including tracking and production reports related to NYCRR backlogs, to ensure project stays on target and hits production milestones. As needed, supervise clerical/production staff in development and entry of materials for publication of NYCRR backlogged volumes. Participate and collaborate with other professional staff, including DOS Publications Manager, Publication Production Supervisor, and other Project Assistant staff, to develop and manage workplans for backlog catch-up, and to evaluate progress and outcomes.Minimum QualificationsA bachelor's degree and two years of specialized experience. ORAn associate's degree and four years of specialized experience. ORSix years of specialized experience.Substitutions: A J.D or master's degree may substitute for one year of the specialized experience; A Ph.D. may substitute for two years of the specialized experience. Specialized experience includes experience in one or more of the following areas:Working with XML coding in a publication production environment; coordinating the preparation of documents and materials for large scale printing and/or publishing; working with vendors to facilitate scheduled printing and/or publication according to an established schedule with deadlines; and administrative management of contracts for printing and/or publishing services.If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.PREFERRED QUALIFICATIONS: Experience working in publication production environment; coordinating the preparation of documents and materials for large scale printing or publishing. Experience reviewing laws, regulations, statutes or other similar legal systems.Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.We are happy to prov

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